It can sometimes be difficult to know when a policy is necessary or when a standard or guideline would be sufficient. Use the following definitions to help you determine if a policy is necessary.

• Standard: A standard is typically a collection of system-specific or procedural-specific requirements that must be met by everyone.
• Guideline: A guideline is typically a collection of system-specific or procedural-specific suggestions for best practice. They are not requirements to be met but are strongly recommended.
• Policy: A policy is typically a document that outlines specific requirements or rules that must be met. Policies are usually point-specific, covering a single area. A policy is necessary:
  • If the actions of employees indicate confusion about ways to behave at work (for example, dress code, email and Internet use, telephone use)
  • If guidance is needed to handle various situations (for example, code of conduct, travel expenses, approval for purchases)
  • If a policy is needed to protect the company from litigation
  • In order to keep an organization in compliance with governmental policies and legislation
  • In order to set consistent work standards
  • In order to establish consistent and fair treatment of employees

Developing a policy

Once you’ve determined that a policy is necessary, determine the goal you want to accomplish in writing the particular policy. An effective policy tells employees why the policy is being implemented and gives enough detail to make the company’s position clear.

When developing a policy, follow these steps.

1. Write the policy - When writing a policy, use simple words and concepts. Speak directly to the people who will be reading, enforcing, and living by the policy. After each paragraph, review the content to make certain the policy also covers exceptions and questions.
2. Review the policy - Make sure you have the policy reviewed before publishing it. Select several employees, or even a small group, to read the policy and ask any questions they might have about the policy. This review provides feedback to ensure that employees will be able to understand and follow the policy. Rewrite the policy based on the feedback.
3. Obtain management support for the policy - Review the policy with the manager(s) who will have to lead and put the policy into effect. You will want to have their support.
4. Obtain legal review of the policy - If the policy has legal implications, is litigious by its nature, or has personal implications for employees (such as security procedures), you will want to have your legal counsel review the policy before it is approved and implemented. Make sure you communicate to your legal counsel that you do not want the policy rewritten in "legalese". You want the policy reviewed for legal implications and appropriate wording.
5. Implement the policy - In small groups, individually, or in committee meetings (depending generally on the scope and controversial nature of the policy and the ease with which it will be understood), distribute and review the new policy. Give employees a chance to ask questions. It is a good idea to prepare a Question and Answer document to support the policy and anticipate employee concerns.
6. Archive old policies - Archive and date former policies that this policy replaces. You may need them for legal or other reference in the future.

Post implementation

Once you have implemented the policy, you may want to include the policy in your employee handbook and make it part of your New Employee Orientation. Some companies place policies in their Intranet or in a policy folder on a common network drive. You may also want to determine whether you will want to distribute the policy using other strategies.

Interpreting the policy

No matter how your policy is written, the real meaning of the policy will be determined by how you apply the policy. When applying the policy, be consistent and fair. If you find your practices differing from the written policy, you should review and rewrite the policy.